Program Officer (Conference Coordination)

MAIN FUNCTION

Under the direction of the Conservation Director WWF- Bhutan the Programme Officer will be responsible  for supporting the endtoend planning coordination and delivery of the conference. The role will oversee conference planning and scheduling; operational and logistics management; coordination with stakeholders partners speakers and service providers; and support financial tracking and administrative processes in line with WWF-Bhuitans procedures. The position will also support communication documentation and reporting including preparation of conference materials and postevent outputs. The Programme Officer will provide handson multitasking support before during and after the conference to ensure the event is conducted smoothly efficiently and to a high professional standard. The position must also ensure that all programmatic and technical work streams of the Human Wildlife Conflict Coexistence Conference are coordinated and managed in accordance with high standards timely delivery and efficiency.

KEY DUTIES & RESPONSIBILITIES:

Planning & Coordination

• Lead overall planning scheduling and implementation of all conference workstreams in collaboration with the Technical Committee and working groups.
• Develop and maintain detailed workplan timeline with budget covering pre-conference conference and post-conference phases and ensure activities align with the approved workplan objectives timelines and quality standards.
• Track progress identify challenges and facilitate timely corrective actions.
• Support refinement of conference structure thematic areas and session

Coordination of Committees & Working Groups

• Act as the primary coordination focal point for the committees and thematic working groups instituted for the conference
• Facilitate clear communication of decisions action points and feedback.
• Organize meetings prepare agendas circulate documents and maintain meeting records.
• Maintain decision logs action trackers and followup matrices.

Operational & Logistical Management

• Coordinate all logistical arrangements: venue travel and transport accommodation equipment catering registration and onsite requirements.
• Liaise with service providers to ensure quality timeliness and value for money.
• Lead the confirmation process for all speakers and participants including invitations followups confirmations and updated lists.
• Oversee preparation and distribution of materials (agendas name badges banners session packs).
• Ensure full operational readiness before during and after the conference.
• Manage onsite logistics and realtime troubleshooting.

Financial Coordination Budget Management & Compliance

• Lead full-cycle budget management for the conference including planning expenditure oversight monitoring and tracking in coordination with finance teams.
• Ensure compliance with WWFBhutan financial procedures and IKI project requirements.
• Verify and submit all bills invoices and payment requests with complete supporting documentation and ensure timely settlements of invoices
• Monitor spending vs. budget track commitments and flag variances.
• Maintain transparent well-organized financial records.
• Ensure cost-effective use of resources.

Stakeholder & Partner Engagement

• Liaise with government agencies NGOs partners donors technical experts and community representatives.
• Coordinate speaker engagement including collecting bios presentations and session materials.
• Support stakeholder alignment and foster collaborative relationships.

Communications Branding & Visibility

• Work closely with the WWFBhutan Communications Team and external partners to design review and finalize all conference promotional and visibility materials.
• Ensure compliance with WWF branding guidelines IKI donor visibility rules and communication protocols.
• Support planning and execution of communication and outreach activities leading up to and during the conference including social media press releases web updates and visual content.
• Review communication products for quality accuracy appropriate messaging and relevance to conference objectives.
• Coordinate visibility materials such as banners posters digital communications and conference branding elements.
• Ensure consistent messaging and storytelling across all conference-related communication outputs.
• Ensure consistent and timely communication among committees speakers participants and partners.
• Draft and disseminate updates briefs meeting notes and progress summaries.
• Maintain structured information channels to minimize gaps or duplication.

Documentation & Reporting

• Prepare progress reports implementation summaries and other documentation as required.
• Maintain a digital repository of decisions presentations documents and session outputs.
• Support development of the final conference report and proceedings.

Quality Assurance & Standards Compliance

• Ensure all programmatic technical logistical and communication components meet WWF donor and partner (mainly RGoB) quality standards.
• Conduct quality checks on outputs (materials logistics workflows communications).
• Ensure compliance with WWFs policies donor requirements and relevant national requirements.
• Ensure health safety and security arrangements for participants and staff during the conference.

OnSite Coordination & Troubleshooting

• Serve as the central coordination point during the conference.
• Address realtime issues and operational bottlenecks to maintain smooth execution.
• Coordinate closely with venue staff vendors speakers and participants.
• Support postevent wrapup including debriefs and feedback collection.

Other Roles and Responsibilities

• Undertake other tasks as required and assigned by the management related to the Human Wildlife Conflict Coexistence Conference.

WORKING RELATIONSHIPS:

Internal:  Interacts frequently with the WWF-Bhutan office particular with the Forest and Biodiversity Team. Work closely with the IKI Living Landscape Project team Communications Team and the ITC Personnel at WWF-Bhutan.

External: Interacts with the Steering Committee Technical Committee Working Groups and government Partners for the conference.

Qualifications :

Education - Minimum of a Bachelors degree with related field experience.

Experience Minimum 5 years of working experience in a similar field including organizing conference seminars and coordinating multi-stakeholder groups.

Skills and Abilities:

• Excellent written and oral English communication and organizational skills. Proficiency in Dzongkha and other national languages is necessary. Communicates clearly and concisely orally and in writing.
• Must have strong event management skills and the ability to work on initiatives with multiple and parallel competing priorities/workstreams while delivering administration and basic accounting management.
• Should be able to work independently with minimum supervision and guidance from supervisors.
• Ability to develop and coordinate program activities and to work effectively with a wide variety of partners and disciplines.
• Strong interpersonal and teambuilding skills for partnership development and management.
• Is a team player and respectful of human and cultural diversity.
• Identifies and aligns with WWFs core values: Courage Integrity Respect and Collaboration:
• Demonstrates courage by speaking up even when it is difficult or unpopular.
• Builds trust with colleagues by acting with integrity owning mistakes and holding oneself accountable.
• Welcomes other points of view and ideas recognizing and embracing different and contrary perspectives with kindness curiosity and encouragement.
• Makes conscious efforts to promote cooperative practices behaviors and ways of working across many groups and individual.

Additional Information :

1. All your information will be kept confidential according to EEO guidelines.

2. The position duration is fixed from June 2026 to December 2026. Extendable based on individual performance and organizational needs.

3. Application Submission Deadline: May 08 2026.

4. Only shortlisted candidates will be contacted.

Remote Work :

No

Employment Type :

Full-time